Purchase orders

A purchase order represents a firm commitment with a supplier. Its lines generate incoming supply only when confirmed. The header identifies the supplier, order code, dates, notes and external references. Lines indicate which item you purchase, in what quantity, with which expected date and receipt status.

Header and lines

Part	Contents	Purpose
Header	Supplier, code, name, date, notes and external reference.	Groups the purchasing commitment and connects it to integrations.
Line	Item, quantity, expected date, price, status and received or pending quantities.	Generates supply and lets you track each receipt.

An order can have several lines. Use separate lines when the item, expected date, price or receipt terms differ.

What a purchase order line is

A line is the unit planning can count as supply. The order’s existence is not enough: incoming stock originates in the line when you confirm it.

Field	Use
Item	Reference that will enter stock.
Requested quantity	Total quantity you purchase.
Received quantity	Part already recorded through receipts.
Cancelled quantity	Part removed from the commitment.
Pending quantity	Quantity that still generates expected supply.
Expected date	Date planning uses to estimate the receipt.
Total price	Purchasing cost associated with the line when provided.
External reference	Identifier from the business management system, supplier or another system.
Notes	Operational or commercial context.

Line lifecycle

Status	Effect on planning	Meaning
Unconfirmed draft	Does not generate incoming stock.	You can adjust the line before committing to the purchase.
Pending	Generates supply for the pending quantity.	The line is confirmed and has not been received.
Partially received	Generates supply only for the pending part.	One or more receipts have occurred, but a quantity remains to be received.
Received	Does not generate pending supply.	The open quantity has been received in the warehouse.
Cancelled	Does not generate supply.	The open quantity is removed from the commitment.

The order’s status is derived from the statuses of its lines.

Main actions

Action	Result
Confirm line	Changes from draft to pending and starts generating supply.
Update quantity or date	Recalculates the pending quantity and expected date when the status allows it.
Record receipt	Increases the received quantity and physical stock, and reduces pending supply.
Cancel pending line	Removes the open quantity.
Undo cancellation	Returns a canceled line to draft when the rules allow it.

Operational rules

Confirming a line requires an active item and is only possible from draft.
You cannot receive a draft line.
The quantity cannot fall below the quantity already received.
You cannot cancel a received or partially received line as though it had never existed.
If you cancel a pending quantity after a partial receipt, Bold retains the received part as history.
A line’s external reference can only be written once.
Date changes are blocked on canceled or received lines.
Price changes are blocked on canceled lines.

The purchase order explains the supplier commitment. The receipt explains the physical inflow that increases stock.

Relationship with planning and the warehouse

A confirmed line increases incoming stock by its pending quantity. When the warehouse records a receipt, Bold increases physical stock, reduces pending supply and updates the line’s status. The receipt should not replace the order. Use the order for the supplier commitment and the receipt to reflect what physically arrived.

Permissions

Action	Required permission
View purchase orders	Read access to purchasing.
Create, edit, confirm or cancel purchase orders	Edit access to purchasing.

Concept map

Work mode

Header and lines

What a purchase order line is

Line lifecycle

Main actions

Operational rules

Relationship with planning and the warehouse

Permissions

​Header and lines

​What a purchase order line is

​Line lifecycle

​Main actions

​Operational rules

​Relationship with planning and the warehouse

​Permissions

​Related

Header and lines

What a purchase order line is

Line lifecycle

Main actions

Operational rules

Relationship with planning and the warehouse

Permissions

Related